Founded in 1911, the Katholische Jugendfürsorge (KJF) der Diözese Augsburg (Catholic youth welfare for the diocese of Augsburg) is a modern social organization to which over 80 different health care and social care providers and educational facilities belong. These are spread out across more than 150 locations in Swabia and Upper Bavaria. More than 5,500 employees help about 125,000 children, young people, families and adults with difficulties and questions each year – for example in vocational training centers, clinics and residential groups. Beyond this, around 200,000 further customers make use of the services of the KJF inclusive companies, including a hotel and a nature theme park in the Lake Constance region.
Person-to-person encounters are at the heart of the KJF’s work. This principle not only applies to dealing with clients and patients but also to the interactions between employees. Not only did the KJF want to better network employees but also to provide them with access to the employee portal, and the knowledge it contains, wherever they are via the Intrexx Mobile App. In doing so, the interaction and collaboration, which were noticeably improved in 2015 thanks to the new employee portal with the social collaboration software ‘Intrexx Share’, were raised up to an even higher level. Faithful to the motto “Mobile first”, the employees spread across more than 150 locations can use the Intrexx applications optimized for smartphones. The first and most important application is ‘Intrexx Share’ as a central communications tool. Further applications are to be optimized for mobile devices in 2019. With ‘Intrexx Share’, internal messages and groups can be viewed conveniently on mobile devices, and incoming messages and requests can be responded to quickly and easily.
Thanks to ‘Intrexx Share’, there’s more time for working with people, and exchanges between staff are faster, simpler and even more personal. As the access to the mobile portal is purely voluntary, the introduction should be accompanied and communicated with an internal marketing campaign.Recruitment management – everything in one place, always the right contact person At the end of 2016 the KJF additionally standardized its recruitment management across all locations and digitalized all of the process steps with the Intrexx application. The facilities can put together their job advertisements on-site using a central toolkit with text and image components, and then publish these internally as well externally once the online release has been given by the central HR department. With the toolkit, the HR department ensures that the job advertisements conform to legal standards (such as the AGG (General Act on Equal Treatment)) and also that the language is uniform in the sense of employer branding. The incoming applications are also completely processed through the Intrexx application and passed on to the corresponding contact person within the KJF. These receive a message in real-time in ‘Intrexx Share’ and can therefore respond accordingly. Once more, this step positions ‘Intrexx Share’ as a pivotal element of the internal communication and collaboration at the KJF. In comparison to earlier, the processing and managing of the approx. 150 occupational groups is simplified and accelerated immensely.Additionally, the recruitment management application has a fully-automated XML interface to the regional newspapers “Augsburger Allgemeine” and “Allgäuer Zeitung”, so that job advertisements are automatically added to their online job markets. PDFs for the printed advertisements are created automatically as well. All advertisements are also published to the central KJF career portal and facilities’ websites – these are respectively filtered automatically – via the XML interface. The applicants can use any of the available ways – from the career portal, via the media portals through to the facilities’ websites – to send in their online application. All they need to do is click on “Apply now!”. All data is stored and processed centrally in the Intrexx application. This not only simplifies the job advertisements but also saves a great deal of man-hours for the large amount of application processes. By using Intrexx, it’s ultimately much easier for those interested in working with the KJF to apply. This is a big advantage especially in times of skilled worker shortage.
Mobility and flexibility
Work groups and employee networking
Quality management
Human resources (job advertisement and recruitment management)
Knowledge exchange and knowledge management
Employee services (information for staff about life and job situations)
Employee discounts and offers
Healthcare and social services
Katholische Jugendfürsorge der Diözese Augsburg e.V.
“Intrexx accompanies us on our journey towards consistent modernization. Networked, simplified and understandable is the triad that describes our employee portal very well.”
Raphael Doderer, Head of the Marketing and Communication Department
To support the students at the colleges in the state, the Saarland state government founded the private-law StudienStiftungSaar in 2009. Funded with a capital of six million Euro, the StudienStiftungSaar has financed more than 2000 scholarships to date. They provide support for the following areas: MINT (Mathematics, IT, Natural Sciences, Technology), Economics and Law, Health and Fitness, Music and Art as well as Linguistic, Cultural and Social Sciences. When selecting who should receive a scholarship, a voluntary engagement and the social background are of particular interest for the StudienStiftungSaar.
The StudienStiftungSaar is facing the challenge of efficiently organizing the application and appraisal process in a way that meets the individual application requirements for the various scholarships and that integrates all of the relevant parties (academic foundation, colleges, applicants, appraisers) while minimizing the bureaucratic effort.Online application portal facilitates the fair awarding of scholarshipsBy developing an Intrexx online application portal, the StudienStiftungSaar was able to implement the requirements. As well as developing the corresponding applications for managing master data, for applicants to register electronically and for implementing a registry process for user accounts, existing text content from the previous website also needed to be migrated into the Intrexx portal being developed. Based on the existing online presence of the StudienStiftungSaar, a corresponding layout for the Intrexx portal was developed and implemented.
The awarding of 66 different scholarships is currently being administrated in the developed portal. The application process is at the beginning and is supervised by the foundation or the colleges. In the portal, pupils and students can see which scholarships are currently being advertised and then apply for them. Applicants can create a profile on the page and upload their record of achievement, CV, personal statement and if required, other required forms. During the application process, the users can view information about the status of their application at all times. This is achieved with the implemented “post-box system” so that confidential, personal information isn’t sent via email.Shorter processing times thanks to simplified work for appraisersAs well as the application process, the subsequent appraisal process was also implemented into the Intrexx portal. Once an application has been submitted, college lecturers and professors are assigned as appraisers. These are then provided with access to the application system and can create and upload their appraisal in the scope of the selection process. Once the appraisal process has been completed, the applicants receive a notification in the application portal as to whether their scholarship has been approved or denied.
Since implementing the application portal in 2015, more than 3,000 applicants have registered in the system and have submitted a total of about 3,300 scholarship applications to date.
Education and research
StudienStiftungSaar
The transition of patients from in-patient hospitalizations to treatment from licensed doctors is often coupled with changes to the pharmacotherapy. The course of the sickness and the legal regulations, which are different for each sector, necessitate changes to the pharmacotherapy. Poor communication between these sectors and absent media, which every healthcare professional responsible for the patient can access, can lead to loss of data and quality, ineffective pharmacotherapy, and disruption to the treatment of the patient.
Improved treatment thanks to clear medication history overview
The ability to track the pharmacotherapy of a patient effectively is the basis for comparing and balancing the medication between the treatment sectors. As well as the patient questionnaire, another reliable source – such as a list of past medications – should therefore also be available as an information source. The doctor providing treatment needs to have a full picture of the medication history of their patient.Therefore, one of the digitalization goals in the health sector is to introduce electronic medication plans nationwide in Germany. In the scope of a pilot project, an electronic medication plan was implemented in 2014 in the Rhineland-Palatinate. The plan used the national medication plan according to § 31a SGB V (Social Act Five), which was later rooted in the eHealth law, as a template. On the basis of the low-code development platform Intrexx, a medication plan was created as a communication platform for care providers for reading, managing and updating patient plans to achieve this.
The Intrexx medication portal implements legal standards
Five hospitals with selected units, approx. 120 pharmacists and about 80 doctors took part in the pilot project. These can independently enter and track prescribed medication via the medication portal. Access is controlled using a QR code. When a new prescription is created, the medication history is versioned so that a complete overview is guaranteed for that patient. To make it easier for doctors and pharmacists to enter and analyze data, a connection was created to the medication database via a REST interface. This allows the correct medication and active agent labels to be identified and saved uniformly. Using the national central pharmaceutical number simplifies the analysis of prescribed medication.
Encryption safeguards data protection standards
Additional functionalities were integrated into the Intrexx medication portal for evaluation purposes. Pseudonymized evaluation data records are generated automatically from the portal directly. As part of evaluating the pilot project, this allows insights to be gained that are incorporated into the future implementation of electronic medication plans.A special challenge in this context is found in the high level of security required for highly sensitive personal medical data. To meet these security requirements, an encryption function was integrated into the portal among other security measures. The conception of the portal was discussed with the responsible state data privacy officer and adjusted based on their feedback.
The highlights
Noticeable simplification of inter-sectoral communication
Doctors providing treatment are better informed thanks to the medication history
Secure encryption ensures that the system totally conforms to data protection standards
Health services
University Hospital of the Johannes Gutenberg University Mainz
Since its founding in 1966, the JKU has established itself as an innovative center for science and social sciences. Today, the JKU has an international renown and is the largest institution of the state of Upper Austria not only in fundamental research but also in applied research. Interdisciplinary and practice-oriented tuition in coordination with the current requirements of the economy and society, collaborations with about 300 partner universities in more than 50 countries, more than 120 professors and approximately 1,800 teaching staff all guarantee that the research and studying conditionals are ideal.
To provide information quickly and centrally, the JKU has been using Intrexx as a campus portal for many years.Among other things, the maintenance on the campus grounds was performed by internal specialized departments. To date, the processing of the tasks was completed on paper, this entailed problems in the process’s transparency and in the flow of information.Xinger Solutions e.U. developed the application “Task management” together with the specialized department “Service Center”. The following functions were important here:
Processing of cost approvals
Transparency of work steps
Real-time information about a task
High usability for the tradesmen
For the implementation, it was important that the requirements of every department, which uses this application, were taken into account and that these could actually be implemented in the software.
With Intrexx and Xinger Solutions – the Austrian sales and solution partner of United Planet – these requirements could be fully satisfied.The features:
Overview lists with filters for analyzing the current tasks
Simple input form for entering/editing tasks
Notification process to distribute reminders and information
Workflows for the cost approval process
Simple look & feel
History to create transparency for each task
Thanks to the implementation, the quality of the information available to the task managers could be increased many times over. The reminder function prevents tasks from being “forgotten” and thanks to the history, every work step can be analyzed precisely.The interface was designed in such a way that people without specialized computer knowledge could also work with it easily. The saved working time can now be used for the actual task areas of the tradesmen.
Digital workflow for the approval process
Task history creates transparency
Fewer mistakes thanks to automated notifications
Simplified processes save time and money
Education and Research
Johannes Kepler University Linz
Only a few symbols are as well-known world-wide as the Red Ribbon. It is the concise symbol of solidarity with HIV-positive and AIDS patients and also represents the battle against the immunodeficiency disease. Whoever wears it demonstrates awareness of the social problems that AIDS entails.
The registered association Deutsche AIDS-Hilfe e.V. (DAH – German Aids Support) is characterized by the Red Ribbon. The DAH is an umbrella association of about 130 organizations and facilities across Germany. It represents the interests of people with HIV/AIDS in public and with respect to politics, science and medical research. To achieve this, the federal branch in Berlin takes on tasks such as trainings, advanced trainings, skilled, committee, public and political work, as well as self-help support on a federal level. Each member organization performs this work primarily on a local, regional and national level.Communication as the key to successful workingThe approximately 500 full-time employees of the association deal with the diverse tasks with the support of about 5,000 volunteers. Dirk Hetzel is one of the longstanding employees at the federal branch in Berlin. As Advisor for Internet-Supported Prevention he realized that the full potential of the association can only be utilized if they communicate effectively.In the past, there was only one option for reaching the many voluntary employees on a regular basis: the newsletter distributed by the umbrella association. However, this one-way communication was quickly no longer able to live up to the requirements of a modern organization: “Effective interaction with this was of course not possible. This had been a problem for us for some time,” states Mr. Hetzel.And that’s why the qualified educationalist and social media manager took up the challenge of improving the collaboration of the voluntary and full-time employees. As well as networking the voluntary and full-time staff, there were two crucial goals: The facilitation of project-related group work with the aid of a social extranet and the establishment of a cross-associational knowledge management. The knowledge found across the entire association was to be used more effectively.
The long search for a suitable extranet solution...They started with a comprehensive market analysis – the search for a suitable solution took almost one and a half years. Representatives from each member organization were also involved at this point: In workshops, the DAH was able to clarify what was actually needed and expected. Based on this, Dirk Hetzel and his team created a requirement specification against which the potential solutions had to be measured. The portal framework, Intrexx, with its integrated collaboration application, Intrexx Share, came out on top in the end.The extensive market research was worth it, as Mr. Hetzel explains: “As soon as I became aware of Intrexx, I was immediately convinced. I had never seen anything like Intrexx Share. The intuitive interface and its high level of usability were the biggest arguments for us. And it’s worth it: We are yet to receive any application queries for it.” As well as its ease-of-use, the cost effectiveness in particular spoke for the product: “Other solutions were inflated and above all too expensive. The bottom line is, Intrexx is financially feasible, even for an organization like ourselves.”... and then things started to happen very fastThe social intranet was set up in just 3 months from the decision to the go-live date. As advice for similar projects, Mr. Hetzel emphasizes the importance of clear coordination with the management and the association’s stakeholders: “Without their involvement, the introduction would probably not have gone so well.” Furthermore, designating key users in each member organization, who help promote the portal, proved to be successful.The platform especially shows off its benefits when it comes to project-related group work. Thanks to the gathering of project members and the corresponding discussions and documents, it is particularly valuable. It was important for a large association such as the Deutsche AIDS Hilfe to be able to work together and exchange documents at a national level with the tool. The as yet 70 project and subject-specific groups are a perfect environment for this.The self-help conference “Positive Begegnungen” (Positive Encounters), which takes place every other year, is a good example: A large amount of the preparations take place in the corresponding project group: “Our old extranet didn’t provide us with anything of the sort,” reports Mr. Hetzel and elaborates: “In the subject-specific groups, particular subject areas are discussed deliberately today.”Knowledge on demand – with the integrated knowledge databaseThe communication platform is complemented by a knowledge database based on the wiki-principle. It is integrated directly. In this application, which was developed together with the Berlin-based software service provider City & Bits, key documents and information are collected, categorized and explained. Here, the employees and volunteers can find all of the important information with ease thanks to the full-text search.However, there are also things that the DAH would do differently with a new project. For example, they didn’t have an automated tool for password recovery (User Self Service) at the beginning. “We soon regretted this due to the large number of users – and therefore added the desired feature quickly,” Mr. Hetzel admits.Overall, he is very satisfied with how the portal is developing: “Intrexx enables us to collaborate across the association in an effective and straightforward manner. Colleagues, who regularly work with the group function, have already come to me and said: This is exactly what they’ve always wanted!”
Cross-associational and location-independent collaboration
Improved inclusion of volunteers
Intuitive operation and fast go-live
Simplified organization in digital project groups
Information is found and shared quickly
Social welfare
Deutsche AIDS-Hilfe e.V.
“Intrexx enables us to collaborate across the association in an effective and straightforward manner.”
Dirk Hetzel, Advisor for Internet-Supported Prevention, Deutsche AIDS-Hilfe e.V.
Wiesbaden is the state capital of Hessen and is the second largest city of the state with a population of 287,000. The childcare is performed by a variety of service providers. With 12,000 childcare places, children aged between zero and twelve years old are cared for in daycare centers, elementary and after-school groups, as well as in groups that span multiple age brackets. Spanning multiple providers, these places are reserved in approximately 180 facilities.
In order to simplify the work processes regarding the childcare places for the Social Work Office in Wiesbaden, the service providers, the facilities and parents, a web-based electronic provisional reservation system was to be introduced. It was important that the decentralized allocation of places in the daycare centers continued to be supported but at the same time, that the daycare center consultants from the city of Wiesbaden should still be able to exercise their control functions. Via their user account, parents receive information regarding their provisional reservation. Up-to-date overviews and options for editing the provisional reservations and waiting lists were to be provided in the daycare centers.
Based on Intrexx and the sample solution NiKITA, implementing the electronic provisional reservation system began at the start of 2015 in Wiesbaden – and NiKITA became WiKITA at the start of the piloting on May 1st 2015. Within four months, multiple requirements were transferred into a tailor made solution and then piloted in the district of Biebrich first of all. Since September 2015, all of the other districts were incorporated gradually and since January 2016, provisional reservations can be made online in the entire region. One year later, over 3,700 user accounts had been registered in the WiKITA and 37,000 provisional reservations had been made. In a closing event, representatives from the service providers and employees from the participating pilot daycare centers had the opportunity to express their opinion. The feedback was extremely positive and the anticipated reduction in workload was noticeable after just a short period of time. In WiKITA, parents can create a user account and with this, they can enter up to ten provisional reservations per care area and child. Multiple plausibility verifications guarantee that various subject-specific entries are already taken into account when the provisional reservation is entered, and this means that complex verification procedures can be simplified as much as possible. Provisional reservations can also be entered on site in the daycare centers or in the Social Work Office. Each provisional reservation has a processing history and can be supplemented with processing notes so that the development of a provisional reservation stays comprehensible at any time in the work process. Service providers, that administrate contracts in the daycare area using their own system, can export the provisional reservations from WiKITA and then import them.
WiKITA was introduced quickly and with little complications and fulfills the subject-specific requirements of the daycare area
Simple and non-bureaucratic entry of provisional reservations for parents
Daycare centers have an up-to-date overview of the provisional reservation status for their center
Consistent and holistic data pool for the Social Work Office in Wiesbaden enables them to have efficient control
Service providers can continue using the provisional reservations from WiKITA for their own IT procedures
Public administration
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Social Work Office for the state capital Wiesbaden
In Bayern, the name WEKO stands for high-quality furniture and the best service. WEKO furniture department stores are located in Pfarrkirchen, Rosenheim and Eching. As well as these, the company covers the discount area with the variety store “Schleudermaxx” in Hebertsfelden and Rosenheim. Furthermore, garden furniture is also distributed via the online shop “garten-und-freizeit.de”. In total the corporate group employs approximately 1,200 employees. Based on a customer survey in Passau, Rosenheim, and Deggendorf, the company has been voted year after year as the best furniture department store in the region.
The portal was originally set up with the objective of offering a ticket system for IT support. So that the corporate group could outpace their competitors, the portal should additionally improve the coordination of internal workflows. The solution should connect employees and also handle processes and administrative tasks.
Using the portal software Intrexx, a comprehensive enterprise portal was set up. This maps the processes of multiple business divisions ranging from sales and administration to business management. Internal workflows can be handled much more flexibly and efficiently with it and the applications are widely diversified. For example, the customer support was simplified by enabling the salesmen to enter all of the specifications into the portal for custom-made products. The calculated sales price is shown immediately. The process documentation also provides a considerable advantage. A wiki assumes responsibility for managing and distributing process diagrams. An automated audit and release process is also included here, as well as a connection to the visualization tool MS Visio. By using this knowledge database, processes can be standardized and the employees’ knowledge is increased deliberately. The enterprise resource planning benefits from the portal’s various evaluation options. The portal also provides the customers with a special service: parents can “checkin” their children to the provided childcare while they shop using the WEKOCARD. Because all relevant data is already collated here, this guarantees that the child is also collected by the correct person.
Processes greatly simplified
Clear process documentation
Various evaluation options
Automation of processes
Retail
Intrexx Professional
eProcurement Studio
Individual applications
WEKO Wohnen GmbH
Günthart is one of the world’s leading companies in the sweet decoration industry. Over 2,000 employees work in 10 countries according to the quality standard ISO 9001:2008, IFS and BRC. Its 60 year experience in the cake decoration industry, its giftware and its passion for new ideas make this company an optimal contact person for sweet cake decorations and innovative gifts.
As part of the switch to the ISO certification, the IT department was given the task of presenting the entire ISO documentation, its forms and operations in electronic form. In the ensuing selection process, the web-based intranet and portal software Intrexx from United Planet won the contract against Microsoft Share-Point and IBM, as they could all fulfill the presented requirements without expensive and time-consuming additional programming.
The first smaller applications were already created and implemented in the first 2-3 days. Thanks to the graphical user interface from Intrexx, all of this was possible without any programming effort. However, the main focus was still on the ISO certification. Previously, 68 lever arch binders were needed for the documentation, these contained the manuals for all procedures and work instructions in paper format. Therefore it wasn’t uncommon for something to be overlooked or for a binder to not be so easy find. This process, which was both inconvenient and prone to error, was completely revised using Intrexx. After just one year after the introduction of Intrexx, the ISO certification was carried out completely electronically and paperlessly using the new QM portal. All of the documents that were important to quality management were integrated into the portal with versioning and are now always available here in their most up-to-date form. Should there be a change in a process operation, then the new document is inserted and the old one archived automatically. As well as the staff trainings, the entire complaints organization is handled using the portal. For this purpose, Günthart linked its AS/400 to Intrexx. If complaints, with the relevant customer data and the criticized product, were previously inserted laboriously by hand into an Excel list, then Intrexx automatically takes the article and customer data out of the AS/400 and writes it to a complaints database. Using the analysis function, it’s possible to see which products have received the most complaints and in whose area of responsibility they arise. In doing so, it’s possible to quickly identify potential error sources and to remove them. This consequently led to a noticeable reduction in the number of complaints.
Efficient quality management
Electronic ISO certification
QM documents are guaranteed to be up-to-date
Simple connection to the AS/400
Overseeable complaint management
Fine cake decorations
Intrexx
Software Service Contract
United Planet Consulting
Specialized literature
Günthart & Co. KG
The Volksbank eG Gera Jena Rudolstadt is one of the oldest cooperatives in Germany. For over 150 years they have accompanied the economic development of the middle class and responsibly managed the money of nearly 60,000 customers. The bank’s ope-rating area measures 150 km. The defined goal of Volksbank eG Gera Jena Rudolstadt is to work for and with the people of the region. This goal is pursued daily by 200 employees in 21 branches.
A modern communication system should make the information from the central database available to all employees in all branches in a fast and clear manner. In doing so, they wanted to substantially simplify the process, save time and make sure that the employees always have access to the most up-to-date information. Because the security demands of Volksbank are very high, two things were essential when choosing a new solution: Firstly, the software must run stably even at a high degree. Secondly, it must have passed the security test of the FIDUCIA IT AG.
After an extensive selection process, Volksbank chose the FIDUCIA certified intranet and portal suite Intrexx from United Planet. The solution’s flexibility and simple operability were the most convincing aspects. Web-based applications can be created quickly with Intrexx and without almost zero programming knowledge. A tedious client installation on the employees’ computers isn’t necessary. Because Intrexx is platform independent, the software can run on all current operating systems. A modern intranet portal can be created rapidly with Intrexx. This portal increases the access speed to the information that the employees need considerably, thus saving time: Where formerly PDFs were inconveniently sent, now data, such as customer and account lists, is available at one central point in the intranet. Even investment requests are automated from application to approval and are handled transparently in the portal. The employees enjoy working with the new portal because they are aware of its benefits in their daily work: The processes are much more transparent now and there aren’t any long search processes anymore. All data is available in one central place in a structured and clear manner. In the future Intrexx will become the central system of Volksbank and supersede all insular solutions. This fits with the continually growing trend to replace Lotus Notes with more modern portal solutions that are easier to operate.
Modern communication platform
Improved information exchange
Quick and transparent processes
No more time-stealing search processes
High acceptance from the employees
Banks
Intrexx
United Planet Consulting
Software Service Agreement
Volksbank eG Gera Jena Rudolstadt
TUI 4U GmbH, main headquarters in Bremen, Germany, is a wholly owned subsidiary of TUI Deutschland. As well as the role of consolidator, call center services come under its main business. The help-desk support for travel agencies and a comprehensive flight database management system complete their service provision. With approximately 100 employees, TUI 4U GmbH operates call centers and service offices in Bremen, Osnabrück and Munich.
To create something that would meet the requirements for improving the communication across locations, TUI 4U started searching for a portal solution in 2002. This solution should allow them to distribute information quickly and efficiently at all locations. Furthermore, the reserving of meeting rooms should be handled clearly and transparently using the portal.
TUI 4U chose Intrexx because it’s possible to create applications simply and quickly using the platform independent software. As well as other information, information about the various airlines is gathered in the portal clearly. The contracts made with each airline can be added to their information in the customer management system. In this way, the responsible employees have straightforward access to the information without having to laboriously search through the entire system. Furthermore, the portal contains various reporting applications. Even the room reservations are handled using the portal. The employees can book a meeting room with just a mouse-click. Afterwards, all booked rooms are presented in a manageable and clear manner in a calendar. The portal is very well accepted by the employees. One of the reasons for this is definitely because operating the portal essentially works just like navigating on the internet. Operating the portal is therefore almost intuitive. Beyond that, it’s now guaranteed that the employees have access to the same information at all locations of the company. The Intrexx portal also offers excellent conditions to implement applications that will further improve the internal communications in the future.
Central information platform for employees
Comprehensive customer management system
Manageable reports
Intuitive operation
Budget-conscious solution
Tourism
Intrexx
Intrexx CMS
TUI 4U
The Amt für Wirtschaft und Arbeit (AWA) is the canton of Solothurn’s service bureau for population, employment services and economics. It contributes to strengthening the regional competitive edge and to socially safeguarding the structural policy shift. The ASA implements the duties from the federation and canton in a customer and need-oriented manner.
Promoting renewable energy and using energy economically is the cornerstone of the energy politics of the canton of Solothurn. For this reason, the government began a new grant program for energy efficiency and renewable energies at the end of 2009. So that the grant applications are organized both efficiently and transparently, the application process should be handled online. To accomplish this, the canton’s existing extranet portal (www.awaso.ch), which was already created with the portal software Intrexx in 2002, was expanded by another component.
In no more than eight working days a portal application was created with the support of the consulting department at United Planet. Since then, the entire application process is handled electronically using this application. The first grant application could already be submitted using the portal after just a few hours. The procedure for applicants is now extremely easy: They fill out their application for a grant in the AWA’s extranet portal and promptly receive a PDF document of this application with the projected grant sum via email. This sum is calculated automatically using the portal’s process manager. After the signed application is received by the AWA it is checked by the clerk. If the application is accepted, then an approval letter is automatically created that is sent to the applicant with an acceptance protocol. After the remediation measures are completed, the applicant sends the filled-in protocol back to the energy office. They examine the data and record it in the Intrexx portal. From here, the data is exported and read by the canton’s SAP system to set the process for transferring the grant sum in motion. Statistical analysis guarantees that the department leader always has an up-to-date overview of the applications and the total amount of grants within a chosen period of time. Overall, the processing time could be clearly shortened and the procedure’s transparency could be greatly increased. And with that, the solution is extremely economical: Outgoings of 40,000 Euros represent savings of 500,000 Euros and counting. This makes the canton of Solothurn a good example for modern and cost-effective E-government.
Rapid and transparent application process
Savings in the region of six figures
Automated and simplified processes
Diverse evaluation options
Public administration
Intrexx
Intrexx Academy (United Planet specialized literature)
United Planet Fachbücher
United Planet Consulting
Bureau for economics and employment services of the canton of Solothurn
devolo AG is the world-wide market leader for Powerline communication solutions. Multiple top-product test reviews and awards as well as over twenty-five million delivered adapters demonstrate their impressive level of success. With their sustainable conduct, devolo stands by their responsibility to their customers, employees and the environment with conviction.
In order to unburden the employees and at the same time, improve the customer service even more, devolo began their search for a new customer management solution. What was important to them was that the solution could be connected to an SQL database and that it offered extensive options for personalization. In addition, the solution should be customizable and expandable to a central work platform for all departments of the company. Replacing the current insular solutions was an additional goal.
In the selection process, the intranet and portal software Intrexx from United Planet came out on top against the more complex competitors and was especially convincing in direct comparison thanks to its speed and flexibility. To find out which solution was the most capable, each system was put to a test. While the demands could be met by Intrexx in just three days, the more complex competitors showed no usable results, even after 2 weeks! In cooperation with the Dortmund-based Intrexx partner QuinScape, devolo AG rapidly created a CRM solution with Intrexx, this was connected to the central database and replaced the previous CRM. As well as the customer data, the customer discounts and the entire communication with the customers is stored in the new devolo Communication Portal (short: decom). In addition, contracts are sorted and saved in a special contract module, and these can be recalled in due time using the follow-up function. In this way, business processes are accelerated, activities are controlled with a specific aim in mind and customers are cared for individually and optimally. The portal, created with Intrexx, should be expanded more and more until it becomes the central work platform for all departments of the company. Therefore it should integrate multiple Access-based tools and insular solutions into the system. The employees enjoy working with the new portal, its benefits are clear in their daily work: They don’t just have a faster solution, but furthermore, they also have a tidy interface, which allows them to control the relevant applications. This not only ensures that the solution is highly accepted by the employees, but also increases the productivity at the same time.
Very quick and simple meeting of demands
Powerful and efficient CRM and central work platform in one package
Customizable and expandable
Comprehensive data integration
Web-based solution
Highly accepted by the employees
Hardware manufacturer
Intrexx
Software-Service-Vertrag (SSV)
Business Adapter for MS Exchange
devolo AG
"While the demands could be met by Intrexx in just three days, the more complex competitors showed no usable results, even after 2 weeks!"
Boehringer Ingelheim, which was founded in 1885, is an international enterprise in the area of pharmaceuticals. Due to the fact the firm was established as a family business, its main focus is on human pharmaceuticals (prescription products and self-medication), bio pharmaceuticals and animal health. Production takes place at 16 manufacturing sites in 11 different countries and there are also 5 separate research and development locations. In total 142 enterprises are connected with Boehringer Ingelheim.
Boehringer Ingelheim is a dedicated user of SAP: Customer information, receipts, invoices, QM and additional records are located in different SAP systems. As these systems are not directly connected to the www due to security reasons, a solution was sought after which would allow service providers, customers and international sales employees to have safe and reliable access to the SAP data. Access had to be available on both stationary and mobile devices and had to represent different ERP systems in one portal.
In addition to United Planet seven other providers submitted their solutions, however, none of the competitors were able to successfully demonstrate the real time integration of SAP data. United Planet could demonstrate a successful SAP integration as part of the DSAG (“Deutschsprachige SAP-Anwendergruppe”) 2013 in an absolutely record breaking time of 10 minutes. The generic NetWeaver Gateway Interface makes this possible. Boehringer Ingelheim also considered a solution based on SAP WebDynPro for ABAP. This would, however, have required 70 days of work and therefore would have required 5 times the amount of resources and take 5 times longer than the 15 days required for the solution based on the enterprise portal software Intrexx, to be operational. Within 3 months the Intrexx solution could be used productively.
Very fast conversion in a fifth of the time in comparison to SAP
Reduced staffing and training expenses greatly decreases costs
A significant reduction in the workload for customer services and sales representatives
Global solutions which allow optimal access at all times to local SAP data
Human pharmaceuticals, Bio – pharmaceuticals and animal health
Intrexx Professional
Intrexx Consulting
Business Adapter for SAP Business Suite
Boehringer Ingelheim
The “Gewerbliche Schule für Holztechnik”, an industrial school for wood engineering located in Stuttgart, Germany, is divided into a vocational school and a technical school. It offers a wide variety of training options, from the foundation year and entry-level year, to vocational training instruction for prospective carpenters, glaziers, master craftsmen, and designers of woodwork, to the technical school for engineering. From 2003 to 2006, the school participated in a pilot project of the Ministry of Culture and Education Baden-Württemberg, Germany, called “Operativ Eigenständige Schule” (OES) [operationally independent school]. This project focuses on the development of a sustainable quality management plan for vocational schools in the state of Baden-Württemberg.
As a model school for the quality development project, the objective was to further develop the quality of vocational education and to optimise it by systematically professionalising academic processes. The school sought to increase efficiency in the areas of organisation and communication by introducing an information management system.
Using Intrexx Professional standard software from United Planet, the school implemented a web-based intranet portal in 2007. This software stood out because of its simple and user-friendly user interface and flexible customisation possibilities. Managing all important information centrally on the portal quickly led to visible success. An improved internal communication base simplifies the exchange of technical information and material, which, in turn, allows for an appealing education structure with comprehensive course preparation and follow-up discussions. A “School-Wiki” was created, which allows anyone to add content, making it possible for the teaching staff to actively participate in further development. Now, valuable knowledge will not be lost, but remains available for all to access. Furthermore, the wiki also acts as an organisational aid. It stores process descriptions, such as those for enrolment, and other procedures, including all of the important instructions and forms, and can be viewed by teachers seeking advice. Implementing the information portal saved costs and reduced the workloads. In the future, it will also be possible to reserve resources and process substitutions directly in the portal. The consistently positive experience users have had with the software shows that using the web-based portal systematically optimises work processes, and that it helps to meet the increasing administrative requirements.
Systematic professionalisation of academic work processes
Efficient information management
Centralised data management
Knowledge and experiences can be viewed by all participants
Optimisation of internal organisation and communication
Costs are saved, workloads reduced
Education
Intrexx Professional
United Planet Consulting
Commercial School for Wood Technology, Stuttgart
The Public Administration for Property and Building Construction (VBV) is the center of competence and service center for all services regarding the state’s properties and construction projects in Baden-Württemberg. Their tasks in-clude providing locations for state facilities, property politics, managing and supporting all building construction policies of the state, maintaining the building culture and sustaining the cultural inheritances, marketing and pre-senting the state’s manor houses and gardens as well as building manage-ment for the association. Under the roof of the Baden-Württemberg Ministry for Finance, the VBV consists of the State Office for Federal Construction in Baden-Württemberg with the Karlsruhe Regional Finance Office, and the State Office for Property and Construction in Baden- Württemberg.
There are numerous guidelines and regulations to be followed in the field of public administration. To do so, the employees of the VBV must first know about these regulations. Until 2006, this task was performed by a static HTML page in the form of a bulletin board. However, as requirements increased, the VBV began to look for a dynamic solution. Above all, it had to allow for the different capacities and information requirements of the various hierarchies. In addition, the solution had to simply the provision and maintenance of organizational charts, which previously had to be edited in Word and Excel, laboriously formatted and distributed in paper form. The VBV therefore was looking for a software solution which could be introduced quickly, connected to other systems, individually enhanced, and with which time and costs could be clearly managed.
VBV Baden-Württemberg chose the portal software Intrexx. In the VBV portal, every employee can find the information that is relevant for his or her depart-ment, as well as specific locational information. Among others, this includes current messages to employees and information on the tasks of the property, building and construction management. The portal is also an information plat-form with which standards, regulations, laws and guidelines are administrated and researched. The dynamic knowledge portal is constantly kept up-to-date and provides all employees with the information they need to work.Project Leader, Wolfgang Weisbrod, considers the powerful search function, which provides full-text searching, to be the biggest advantage: “The employees experience that it’s very easy to find what they’re looking for in the knowledge portal. The portal is a great support in our daily working. This leads to a high level of acceptance.”The provision and maintenance of organizational charts is also web-based, which saves a lot of time and paper. The defined input formats in Intrexx also allow changes to be made in a short period of time. The various hierarchies were accommodated by dividing the employee portal into a part that can be accessed by all VBV employees and a section that is limited to individual organizational units, which requires a separate logon. Thus, the work of the approximately 2,500 users at 24 different locations has been made much easier.It’s very important to Mr. Weisbrod that the employee portal doesn’t just serve the purpose of providing information. In fact, the opposite is true: many busi-ness processes can be performed here directly. “This makes the portal the central place to go for many employees. We can speak about a Digital Work-place – an important step towards modernizing our administration.”The VBV and its employees are very pleased with their portal – even though it meant readjusting. Before the knowledge portal was introduced, most of the documents and standards weren’t centrally available but printed out and stored in files. Ultimately however, the employees gladly made the step to-wards a modern administration; this is proven by the following statistic: every year the portal tallies up almost three million clicks.
System allows for clear calculation of time and finances
Problem-free connection to other systems
Can be individually enhanced
One portal replaces numerous Excel, Access and Word documents
Simplifies cooperation between the different locations
Public administration
Intrexx Professional
Reports for Intrexx Professional
United Planet consulting
Public Administration for Property and Building Construction (VBV) in Baden-Württemberg
STREIF Haus GmbH is the market leader in prefabricated homes. Over 75,000 single-family homes and duplexes have been constructed in Germany since the company was founded. Since the purchase of a house is a long-term decision, the challenge for STREIF is to support interested parties and customers from the start and by so doing, develop trust. For the most part, sales are handled by a country-wide franchise organisation.
STREIF decided to set up an Internal portal. This portal would be used in the future to manage all information, data and processes in order to provide optimal service to interested parties and customers. The approximately 40 franchisees would be connected to the portal in order to provide customer support at a very high level.
The product they selected was the Intrexx Professional portal software, because this solution already contains many ready-to-use modules and can be customised to STREIF business processes. The addresses of interested parties from various sources are imported into the portal. These addresses are automatically assigned to the corresponding franchisees and the responsible consultant. Each processor is then guided through the individual support steps. From the first contact, to the quotation and signing of the contract, to the construction approval and follow-up support, all steps are prescribed in the portal with plenty of background information. Each franchisee sees only the filtered data for his or her customers. The franchisee has authorisation to change and maintain this data. By contrast, the respective supervisor at STREIF has an overview of all data. This allows him or her to display which franchisee is currently processing how many contacts with which status, or to evaluate the number of contract signings in comparison to the previous year and to other franchisees. Thanks to the portal, there is no more need to waste paper or to have to send e-mail messages between the main office and the franchisees. For a short time the STREIF portal also provides data for the four main real estate web platforms - ImmobilienScout 24, ImmoWelt, Immonet and Immopool. Now any information on different properties has to be entered only once in their centralized portal. After this the data is available on all of the previously mentioned web platforms at the same time. The real estate requests are collated and structured within the company’s portal. These requests are coming in from the internet and will be automatically transferred in to the internal CRM system. Statistics also allow valuable reporting on the page views per property.
Increased simplification of processes
Address qualification, quotation handling and controlling via portal
Access to data is independent of time and location
Marketing material and product information always up-to-date and centrally accessible
Great customer benefits
Construction industry
Intrexx Professional
CMS Studio
United Planet reference books
United Planet consulting
STREIF Haus GmbH
The Santander Consumer Bank AG, former CC-Bank AG, is part of the Grupo Santander. According to it’s market capitalisation the Santander Comsumer Bank is the number one in the euro zone and one of the leading banks worldwide. The Grupo Santander has 131,000 employees in more than 40 countries.
The Santander Consumer Bank was searching for software to implement the rules of ITIL (IT Infrastructure Library) for processes in the IT service management. The idea was to keep the specifications of Basel II which include all internal procedures and systems to calculate the risk of loss.
To achieve this aim the bank decided to built up an Enterprise Portal with the help of Intrexx Professional – a Portal Software from the German provider United Planet. At this moment all the infrastructure components of the bank are managed in this Portal. Now it is easily possible to display which hardware component is part of a certain IT process. The program calculates automatically the default risk of the component and checks if there is an adequate backup available to minimise the risk. Further information about the IT service (support-, service-, rent- and leasing contracts etc.) can be shown at the same time. An infrastructure with 45 IT services and approx. 1000 server side hardware components from different companies, such as I-series, Z-series, HP-UX, Novell, Windows and Citrix are now being managed with Intrexx Professional. The created automatisms help also to meet the SOX requirements (Sarbanes-Oxley Act of 2002) efficiently.
Simplification of workflows
Compliance with given laws
Simplification of company reports
Efficient administration of processes, risks and responsibilities
Worldwide implementation of multilingual documentation
Banks
Intrexx Professional
Project Management Studio
United Planet Consulting
Santander Consumer Bank
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